Audio Visual Services for Music City Center RFP 107-2016 Overview

This request for proposal (RFP) outlines the requirements for audio visual services at the Music City Center, including equipment specifications, contractor constraints, and service expectations over a three-year term. The Authority provides state-of-the-art sound and video infrastructure for broadcasting purposes within the facility. Contractors will need to comply with storage constraints and other specified expectations.

• RFP overview
• Audio visual services
• Music City Center
• Equipment specifications
• Contractor constraints

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1. AUDIO VISUAL SERVICES FOR MUSIC CITY CENTER RFP 107-2016

2. BEFORE WE BEGIN Why are we here? Please Sign In Questions WRITTEN RESPONSES PREVAIL

3. AGENDA I. Welcome/Introductions II. RFP Overview and Highlights III. Important Dates IV. Submission Requirements V. Q & A Session

4. INTRODUCTIONS Jasmine Quattlebaum Director of Purchasing/DBE Charles Starks President/CEO Elisa Putman Sr. Vice President Chief Operating Officer Eric Blouin - Director of Technology Services Chris Schappert Director of Event Services

5. RFP OVERVIEW AND HIGHLIGHTS This RFP will be for a three (3) year term with a one-time option to extend for two (2) additional one year term at the sole discretion of the Authority. Preferred Partner contract. Audio Visual Services is not exclusive. This contract does not include rigging services/equipment. Contractor may bid on all specified truss and motors, however rigging installation/labor is exclusive.

6. RFP OVERVIEW AND HIGHLIGHTS The Authority will provide 432 sq. ft. of office and 1292 sq. ft. of storage space and a state of the art nearly $4,000,000 sound and video infrastructure which allows MCC to broadcast video and audio throughout the facility and provide quality house sound for all meeting space. This high-quality equipment will include Crestron and QSC s Q-SYS as the main system components.

7. RFP OVERVIEW AND HIGHLIGHTS Audio Visual Services Expectations as it relates to: Equipment and Service Pricing Marketing Requirements Other Expectations

8. RFP OVERVIEW AND HIGHLIGHTS Contractor Constraints Must maintain a minimum amount of commonly requested audiovisual equipment and peripheral equipment (as determined by the Authority) within a secured location inside the MCC. Due to limited space within the facility of the MCC, it may be necessary for the contractor to provide additional storage for equipment/staff, at an off-site location.

9. RFP OVERVIEW AND HIGHLIGHTS Contractor Constraints Contractor will assign an on-site manager to be the Authority s point of contact and they will oversee the audiovisual operations, marketing and sales. This manager will be available twenty-four (24) hours a day via pager or cellular phone when not on duty at the MCC. Contractor is to ensure only trained personnel operate the fixed sound/video systems.

10. RFP OVERVIEW AND HIGHLIGHTS Lift Equipment Requirement: Contractor is required to provide a properly operating, working (46) foot, two-man lift at no additional expense to the Authority for the duration of the contract. This lift may be stored on site in between events in a location designated by the Authority; however the Authority is not responsible for its safeguarding. It must also fit on a 10 foot wide by 19 foot 8 inch deep by 9 foot 8 inch high elevator with a weight limit of 12,000 pounds. The lift must be made available for MCC use from time to time when not being used by contractor.

11. DIVERSITY PLAN OVERVIEW The Diversified Business Enterprise (DBE) participation level established for this contract is a MINIMUM of TWENTY PERCENT (20%). It is the policy of the Authority to assist minority, women, small, and service-disabled veteran-owned business enterprises wanting to do business with the Authority. Encouraged to maximize the usage of minority, women, small, and service-disabled veteran-owned businesses with respect to this scope.

12. DIVERSITY PLAN OVERVIEW Diversity Plan will outline the plan to achieve or exceed a target percentage of minority, woman, small businesses and/or service disabled veteran owned businesses participation. Use Strategic approaches and methodologies taken to ensure maximum participation by minority, woman, small, and service disabled veteran owned businesses suppliers. For example: Identify a particular scope of contract that can be fulfilled by minority, woman, small, or service disabled veteran owned businesses. Utilized DBE businesses to provide supplies and materials needed to perform contract

13. PROCUREMENT NONDISCRIMINATION PROGRAM PLAN (PNP) OVERVIEW No proposal or submission shall be considered responsive unless it demonstrates compliance with the PNP. DBE Primes are required to complete PNP Covenant of Non-Discrimination (Exhibit A) Must be notarized Good Faith Effort Statement Form (Exhibit B) Provide written notice to at least three (3) available certified MWBEs The first three items on this form must be initialed Good Faith Effort Verification Form (Exhibit C) Must include the individual s or entity's name, business location, and information requested Back-up documentation supporting the outreach (i.e. Copies of email threads).

14. EVALUATION CRITERIA Business Plan Total points available for this criterion are 25 points Experience/Qualification of Firm Total points available for this criterion are 30 points. Commission Criteria Total points available for this criterion are 35 points. Diversity Plan Total points available for this criterion are 10 points.

15. IMPORTANT RFP DATES RFP Questions and Inquiries Due September 20, 2016 Responses to Inquiries September 22, 2106 RFP Submissions Due September 29, 2016 @ 3pm

16. SUBMISSION REQUIREMENTS All submittals must be received by deadline - NO EXCEPTIONS. Hand Delivery Option: Administrative Offices 600 Koreans Veterans Blvd UPS or FedEx Option: Music City Center House Docks 700 Koreans Veterans Blvd

17. SUBMISSION REQUIREMENTS Read Section V) F. Response Format, Requirements and Evaluation Criteria thoroughly Include required amount of copies and electronic copy Organize tabs in order listed in RFP Ensure to include all required Exhibits

18. SUBMISSION REQUIREMENTS Read Section III. Diversity Plan thoroughly (10 pts) Use Exhibit D Read Section IV. Procurement Nondiscrimination Program thoroughly. Required in all proposals: Covenant of Non-Discrimination (Exhibit A) Good Faith Effort Statement Form (Exhibit B) Good Faith Effort Verification Form (Exhibit C)

19. QUESTIONS/TOUR REMINDER: Questions must be submitted in writing in order to receive an official response. Written responses to questions will be issue by RFP amendment and posted to Music City Center website: http://www.nashvillemusiccitycenter.com/business-opportunities